How to Prepare a Product Sourcing Requirement
Suppliers quote what they think you asked for. A vague brief produces quotations you cannot compare and samples that miss the point. This guide sets out the information to prepare before you contact anyone, so that every quotation answers the same question.
Describe the product precisely
Write the description so that a supplier who has never spoken to you can still build the right item.
- State the product name, intended use and the market it is sold into.
- Give dimensions with tolerances, and state which dimensions are critical.
- State the material, grade and any finish or coating.
- Provide drawings, photographs or a reference product where you have them.
- Name any component that must not be substituted.
State quantity and timing honestly
Quantity drives price, tooling decisions and whether a supplier is interested at all. An inflated forecast damages the relationship later.
- Give the first order quantity and a realistic annual estimate separately.
- State whether the first order is a trial run.
- Give the date the goods must arrive, not the date you want to ship.
- Say whether the timing is fixed or has flexibility.
Define quality in measurable terms
Quality expressed as good quality cannot be inspected. Quality expressed as a limit can be.
- State the acceptance criteria for appearance, function and dimensions.
- State the sampling standard and acceptable quality limits you expect.
- List any test the product must pass and the method to be used.
- Say what counts as a major defect and what counts as a minor one.
Specify packaging and labelling
Packaging is a common source of unexpected cost and destination refusal, so include it in the brief rather than raising it late.
- State the retail packaging, inner carton and export carton requirements.
- State carton dimensions, weight limits and pallet requirements.
- List every label required by your destination market.
- State the barcode, country of origin and language requirements.
State commercial and compliance terms
- State the incoterm and destination port or city.
- State your target price range and the currency.
- List the certifications and documents you require at shipment.
- State who will be the importer of record at the destination.
Send the same brief to every supplier
Comparison only works when the inputs match. Send one written brief and record any answer that departs from it.
- Use one document and one revision number for all suppliers.
- Ask each supplier to quote against the specification, not a substitute.
- Ask suppliers to state clearly where they propose a change.
- Keep the responses in a single comparison table.
Limitations of this guide
- A detailed brief improves quotations. It does not by itself confirm that a supplier is capable.
- Destination requirements change. Confirm current rules for your market before production.
- Target prices should reflect research. An unrealistic target filters out capable suppliers.
- This guide is general information and does not replace product-specific regulatory advice.